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Tennessee Judicial Conference (TJC) Business and Operational Files

Core Data
RDA Number
11351
Effective Date
Record Series Abstract
This records series includes but is not limited to Executive Committee agendas/minutes, roll call documents, memorial resolutions, treasury reports, conference committee lists and sign-up sheets, reports, bylaws, and committee reports.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Files will be maintained by the Administrative Office of the Courts Executive Division staff in paper and electronic format. All paper documents will be scanned and saved to electronic format. Once documents have been scanned, verified and approved, the paper copies will be destroyed by State approved methods. All documents within this record series that have been maintained from previous years will be scanned, verified and approved and the paper copies will be destroyed by State approved methods. All electronic documents will be kept permanently.
Worksheet
Record Location
Administrative Office of the Courts Nashville City Center, 6th Floor 511 Union Street, Suite 600 Nashville, TN 37219
File Arrangement
Chronological
Date Range
to
Agency
Administrative Office of the Courts
Allotment Code
30210
Annual Accumulation
.25 cubic feet 1.5 gigabytes
Current Volume
5 cubic feet 28 gigabytes
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Administrative Office of the Courts Nashville City Center, 6th Floor 511 Union Street, Suite 600 Nashville, TN 37219
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
TN Supreme Court Rule 34(C)(v)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
Permanently
Electronic Records Plan Inventory
System Name
AOC-Mayan - AOC TJC Business and Operational Files
Hardware Description
Virtual Server on HP Appliance / Ubuntu Server 18
Software Description
Mayan EDMS
System Location
AOC Datacenter - 511 Union Street STE 520
Backup Procedures
Employing Veeam Backup and Replication, data is backed up daily, with full backups running Saturday. Incremental backups are processed Sunday through Friday. Data is stored on an EMC Data Domain storage appliance and replicated to a remote EMC Data Domain storage appliance nightly.
Disaster Recovery
Sufficient hardware and virtual capacity exists in both locations in order to redeploy stored data and permit continuity of operations in accordance with our disaster recovery plan.
Data Migration Description
Data can be migrated between PostgreSQL databases.
Metadata Description
Possible metadata could include: comments, revisions, versions, annotations, properties, author, embedded docs, macros, forms, active x controls, custom XML data, headers, footers, watermarks, hiddentext.
RDA Comments
Records Management Division (RMD)
04-24-2019
No recommended changes.
Tennessee State Library and Archives
04-25-2019
No recommended changes.
Comptroller Audit Review
04-25-2019
We have reviewed RDA 11351 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-25-2019
Thank you.
RMD Director
05-03-2019
RDA 11351 is a request to create an RDA. The retention period will be permanent. The format will be paper/electronic. Recommend approval of request to create RDA 11351.
Public Records Commission
05-22-2019
PRC approves RDA 11351